Operations Assistant/Manager

Wisconsin Conservation Voters

Wisconsin Conservation Voters is looking for a thorough, detail-oriented person with a knack for systems to perform day-to-day operations that support our staff and enable the organization to thrive. This person will be responsible for bookkeeping, payroll, office and technology management, and other key administrative and HR functions.

This is a permanent position based in the Madison area with flexibility in both experience and hours required. It can be anywhere from 75-100% FTE (full-time equivalent; 30-40 hours per week) depending on candidate preference, and the final job title is dependent on candidate experience.

Who We Are

Wisconsin Conservation Voters engages voters to protect Wisconsin’s environment. To achieve that, Wisconsin Conservation Voters advocates for sound environmental laws and policies, holds elected officials accountable for their votes and actions, and elects pro-conservation candidates who will champion our priority issues. Learn more about us at conservationvoters.org.

What You’ll Do

Wisconsin Conservation Voters has over 20 staff members working from multiple offices across the state. This position will play a key role in ensuring all staff have what they need to work efficiently and effectively, and in managing the bookkeeping and systems of our family of organizations. At its core, this role has these areas of responsibility:

  • Manage all aspects of biweekly payroll, including staff timesheets, PTO, and retirement plan processing.
  • Perform day-to-day bookkeeping of the organizations in Quickbooks, including processing payments, handling income, and entering payroll, and staying on top of our digital recordkeeping.
  • Support staff in tracking their financial expenditures and processing staff reimbursements using bill.com.
  • Maintain the Madison office – stock supplies, manage filing and cleaning systems, distribute mail, and answer the phone. Assist staff with maintaining the regional offices.
  • Manage statewide resources, including computers and other technology, phone systems, furniture, and office equipment. Coordinate purchasing with staff and track organizational credit cards.
  • Work to improve organizational electronic security by collaborating with board members and the Operations Director to create and implement tech security policies and procedures.
  • Manage event logistics and travel coordination for internal events and major staff travel.
  • Support recruitment and hiring – maintain job posting list, post job ads, handle all candidate communication, and schedule interviews.
  • Assist with reporting, filing, and other administrative tasks for the Operations Director and Executive Director.
  • Foster an inclusive and supportive organizational culture by encouraging staff appreciation, promoting transparency, and removing barriers to full and equal participation by all staff. Strive to better integrate racial justice and equity into all aspects of operations.

Who You Are

To be successful in this job, you will demonstrate the judgment, efficiency, and helpful spirit to work well with our team. Fundamentally, we want someone who loves making things work and who has the skills and desire to do that in our context – fast paced, political advocacy. More specifically, you are:

  • Detail oriented, thorough, and excellent at managing deadlines. You can manage different types of projects at the same time and can spot the one mistake in a detailed spreadsheet.
  • Resourceful with a spirit of helping. You truly enjoy going the extra mile to help someone solve a tech problem or navigate systems. You like solving problems and figuring things out.
  • Enjoy working with numbers and technology. While some experience with financial work would be helpful, it is not a requirement. You do need to have a knack for numbers and systems, and a desire to learn more.
  • A clear, timely, and friendly communicator. You make it easy for staff to get you the information you need. You are collaborative and look for opportunities to solicit input from staff to improve systems.
  • Comfortable holding confidential information. You exercise good judgment and can help to create secure and safe spaces for staff.
  • Curious, value learning, and like to seek out new ideas for organizational improvement and personal growth.
  • Enthusiastic about WCV’s mission of engaging voters to protect Wisconsin’s environment, committed to racial equity, and share our commitment to centering the voices and experiences of those most impacted by climate change and environmental degradation.

We know there are great candidates who may not check all of these boxes, and we also know you might bring important skills that we haven’t considered. If that applies to you, don’t hesitate to apply and tell us about yourself.

What You Should Know

Work experience: We will consider candidates with a range of experience for this position. At least one year of prior administrative, office management, bookkeeping, or HR experience is preferred.

Technical skills: Required: Above average Microsoft Excel skills; comfortable with Google suite and Zoom; above average comfort level with systems and technology in general. Preferred: Familiarity with Quickbooks or other accounting software; experience with IT.

Conditions: This position is open to remote work but requires an in-office presence 1-2 days per week. Candidates must be within a commutable distance to our Madison, WI office. The position may be anywhere from 75-100% FTE (30-40 hours/week) depending on candidate preference.

Salary and benefits: Salary range is $45,000-$50,000 FTE with new staff rarely starting at the top of the range. A strong benefits package is provided, including health and dental coverage, 401k retirement plan with organizational match, flexible spending account, cell phone stipend, and a sabbatical for long term staff. We offer flexibility in working hours, ability to work an office/home hybrid schedule, professional development opportunities, and an energetic and supportive work environment.

Reports to: Operations Director

Please note that as a 501(c)(4) nonprofit organization, Wisconsin Conservation Voters employees are not eligible to participate in the Federal Public Service Loan Forgiveness Program.

Our commitment to racial justice and equity: We recognize that historic and current systems and decisions – including within the conservation community – have created injustice. Through our work we confront these injustices and fight for an equitable balance of power. We hold ourselves accountable to being inclusive and equitable in our own actions and within our organization. Read more about our commitment in our Guiding Principles on our website.

To Apply

Email your resume, cover letter, and three references by Sunday, June 5 to apply@conservationvoters.org, with “Operations Position” in the subject line. This position has a relatively flexible start date in mid-late July or early August.

To apply for this job email your details to apply@conservationvoters.org